Scouts Parents Committee 120131

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Tuesday 31 Jan 2012

DRAFT Minutes

Meeting started at 7:45

Apologies
Rebecca, Duane, Sue

Present

Chris (Chair) Gavin, Vic, Bob, Richard, Denise, Henry, Terry , Sarah, Donald, Erina [late]

Previous Minutes

RES 12/1: THAT minutes of 1112 be accepted as a true and accurate record
- Moved: Donald; sec Richard
- CARRIED U

Matters Arising

The committee worked through the matters arising.  Status of all action points was updated and will be available on the website.

Denise noted that the Scout section ideas for Hall had also been circulated.

Donald shared a summary of the Future Scout Hall discussions and the range of options tabled.  Denise and Bob contributed some additional requirements for a great Scout Hall / location: flat land, access to wilderness.

AP 2/1: Donald to provide ongoing news items based on committee content.  Where whole of Group matters arose, content should be  passed to Gavin to send.

Correspondance

Letter from Jardine Lloyd Thomson Ltd insurance brokers (appointed by Scouting NZ) requesting updated info on Hall structure for update to insurance premium.

AP 2/2: Gavin to complete JLT questions and return to Sarah by 9 Feb.

Denise circulated a letter regarding the January 2013 Australian Jamboree and raised two questions: do we want to promote this for Scouts, given the high cost - c, $2,600 per youth/leader.  And as a key Group fundraising effort, or otherwise.  There are only two weeks to submit a deposit of $@60

A number of different funding models and options were discussed.  It was decided that the Jamboree opportunity would be promoted to Scouts with the full moral support of the Group, but that Group fund raising focus would remain on the Hall for 2012.  Scouts wishing to attend the Jamboree would need to take responsibility for raising the funds themselves.

Res 12/2: THAT the Group would provide moral support and promotion for youth wishing to attend Australian Jamboree 2012, but that other priorities, in particular Scout Hall renovations, were Group fundraising priorities.

- Moved:  Chris; sec Bob
- CARRIED U

Leaders Reports
 
This item was not taken due to the term not having started.

Treasurer's Report

Sarah submitted and talked to a report covering December and January.  The RWC fundraising event had been particularly successful, resoling in more than $6,000 in net income.

Res 12/3: THAT the Treasurers report be accepted
- Moved: Bob; sec Gavin
- CARRIED U

Res 12/4: THAT a motion of thanks be passed for Gavin in appreciation of his efforts in relation to fundraising
- Moved: Erina; sec Chris
- CARRIED U

General Business

Activity Plans

Denise spoke to the draft Scout plan.  The focus is on aligning with the national Scouting NZ curriculum, whilst setting specific targets for recruitment and award achievement.  Flow through from cubs to scouts was identified as a critical area to improve and several actions included to address this.

Specific suggestion to hold a Group Family Camp at Seywells in place of a Term 1 Scout section camp.

Richard noted that he and Duane had outlined some activities and would combine these with some of the structure and joint activity suggestions in the draft Scout plan.

AP 2/3: Donald to do news article on upcoming activities (Jamboree, Gang Show), using material supplied from Denise asap

AP 2/4: Richard to take on the task of securing a parent help to be ANZAC day co-ordinator for 2012 by mid-February

Grants Plan

This item was not taken as the plan was not ready.

2012 Budget

National subscription to Scouting NZ will be c. $90 per youth.  It was noted that our subscription levels barely covered this national subscription.

Calls for additional fund raising ideas was made.  It agreed that each section would set themselves a target to work towards for the year.  And that adults / parents needed to play a larger part in the fundraising of the Group.

AP 2/5: Chris will complete and distribute a draft budget for 2012 by mid-February

Res 12/5: THAT Sarah Jackson be thanked for her superb work over the past years on budgets and financial control as Group Treasurer
- Moved: Denise, sec Richard
- CARRIED U

Hall Development

This item was covered under Matters Arising.

Comms & Marketing

Donald noted that the section email lists were now operational and that regular updates were being made to the website.

Any other Business

It was agreed that Gavin and Terry's cost for getting their forklift license would be paid in full.  These licenses were a new requirement for a major fund-raising activity at the Stadium

RES 12/6: THAT the Forklift Drivers license costs incurred by Gavin and Terry's be refunded in full by the Group 
- Moved: bob, sec Erina
- CARRIED U

Meeting closed 9:53pm